2016WZAG: Age Group Zones Swim Meet Plan

Last updated on March 30th, 2021 at 03:39 pm

The USA Swimming 2016 Western Zone Age Group Championships, or “Zones” meet as it is commonly called, is type of all-star meet for top swimmers, age 14 and under from 14 western states. Those planning and preparing this meet used the principles and resources shared on this website. The 2016 WZAG Championships Swim Meet Plan, including appendices and supplemental files, is below. The meet director used the plan to outline, and coordinate, the work of the many people who produced this great meet.

2016 Western Zone Age Group Championship Swim Meet Plan 3.0

2016 WZAG Swim Meet Plan  APPENDIX A: 2016 WZAG Meet Announcement

2016 WZAG Swim Meet Plan  APPENDIX B: Western Zone Policies & Procedures

Current Policies & Procedures at time of Zones

2016 WZAG Swim Meet Plan  APPENDIX C: 2016 WZAG Messaging & Gratitude Campaign

3 Thank Yous 4 Questions

Gratitude Campaign Information

2016WZAG Some of the Thank Yous

Pictures of a few of the “Thank You Post Its” athletes created and posted on white boards at the meet or notes they held up in the Gratitude Video.  These are the ones that were rescued before the clean-up crew got them.  Take the time to zoom in and read them.  You’ll be glad you did. 🙂

Link to the Gratitude Video Made At The Meet

Meet Preface

Meet Messaging Brief

Message to Utah Swimming, Club Parents & Swimmers

2016 WZAG Swim Meet Plan  APPENDIX D: Building “Hype”

One of the  Meet Athlete Reps identified the need to “Build Hype” at an early planning meeting.  The goal was to increase meet awareness and volunteerism among the meet host membership of Utah Swimming.  Meet Planners utilized LSC (State) Championship, and other, meets leading up to zones to help publicize the zone meet and “Build Hype.” This appendix includes some of the files used.

Video Scoreboard Publicity

Click to view jpg files used on video scoreboard during meets leading up to Zones to help “Build Hype.”

 2015 Long Course State Publicity Flier

2016 Senior State Zone Meet Publicity Announcements

Announcements given to state meet announcer to be announced throughout the course of the meet.

2016 Short Course State Hospitality sticker

Stickers stuck on hospitality items before distribution to spread the word about the zone meet.  Used to raise awareness and encourage 1) Volunteers at that meet to become zone meet workers and 2) Club leadership to encourage team members and parents to volunteer and work the zone meet.

Name Contest Poster_At Meet

Posted at meet to encourage people to vote for meet mascot name.

Officials Education Clinic

Pdf file that could be emailed or printed and posted or shared to publicize the Officials Education Clinic offered the night before the meet started.

Senior State Coach Packet To Do List

A “Zones Meet To Do List” for coaches.  Distributed via coach packets at a LSC championship meet before zones.

The Mascot Needs Your Help

A pdf file that could be emailed, printed, posted or shared to recruit volunteers for the zone meet

Unique Mascot Unique Meet

A pdf file that could be emailed, printed, posted or shared to recruit volunteers for the zone meet

Unique Trophy Unique Meet

A pdf file that could be emailed, printed, posted or shared to recruit volunteers for the zone meet

2016 WZAG Swim Meet Plan  APPENDIX E: Fundraising

WZAG Fundraising Brochure

Given to potential meet donors.  Lists “Donor Perk” schedule.

Zones Supporters Perk Tracker

(Click initiates download of Excel spreadsheet)

Spreadsheet to track “perks” due and delivered to various donors of different levels.

2016 WZAG Swim Meet Plan  APPENDIX F: Info Distributed To Teams

Box Meal Order Form

General Meeting Notes

Information Distribution List (For Information Distributed to Teams and Others)

Collection place for information to share.  The first column listed the idea, or information to share. Other columns headers list when or where sharing could take place. The form gave a place to store information thought of at different times. It was very helpful when generating information documents (like Team Information Sheets or FAQ’S.) This is because it made retrieving the information at the point of need very easy.

Team Information Sheet_April

Team Information Sheet_July

Team Information Sheet_May

Team Information Sheet_June

Team Warm-Up Schedule

2016 WZAG Swim  Meet Plan  APPENDIX G: Travel Support

Room Block Request Form

Created by local tourism office for teams to reserve hotel room blocks during meet.

2016 WZAG Swim Meet Plan  APPENDIX H: FAQ Documents

Frequently Asked Questions:  Parents

Frequently Asked Questions: Officials

Frequently  Asked  Questions: Volunteers

2016 WZAG Swim Meet Plan  APPENDIX I: Opening Ceremonies

Opening Ceremonies Notes  Program Ideas

Opening  Ceremonies  Notes: Meet Director Portion

Link to Opening Ceremonies Highlights Video

 

2016 WZAG Swim Meet Plan  APPENDIX J: Meet Host Admin

Spreadsheets used by the meet host administrative meet workers before and/or at the meet.

WZAG2016 Award Label Event Tracker (Click initiates download of Excel spreadsheet)

Those who print and place award labels used the WZAG2016 Award Label Event Tracker. It tracks which events have had labels printed, given, received and placed on awards.

WZAG2016 Meet  Entry Processing Record

(Click initiates download of Excel spreadsheet)

The Entry Manager used the WZAG2016 Meet Entry Processing Record when processing meet entries.

WZAG2016 Prelim  Results  Announcement Record

(Click initiates download of Excel spreadsheet)

The announcer, Clerk of Course and computer operator used the WZAG2016 Prelim Results Announcement Record. It tracked the results by event through the production, announcement and scratch closing deadline. At this meet, the Announcer texted the Clerk of Course the time scratches closed. (It was 30 minutes after the results announcement for the event.)  As a result, this form includes a column to mark its completion.

WZAG2016 Report Counters

(Click initiates download of Excel spreadsheet)

The WZAG2016 Report Counters spreadsheet includes 2 tabbed sheets:

• Heat Sheets

  Used by meet administration people who copy and/or distribute Heat Sheets.

• Results

  Used by meet administration people who copy and/or distribute results.

WZAG2016 Team Information And Record of Items Received

(Click initiates download of Excel spreadsheet)

The WZAG2016 Team Information and Record of Items Received spreadsheet is a multi-tabbed spreadsheet used by

1. Those receiving information and things from teams to record receipt
2. Those who needed to use the information received

Items recorded include: Names and phone numbers of coaches, information about other team support people, Adaptive Swimming Requests, Extra Copies Count, Extra Copies Fees, Zone Business Dinner Count, Zone Business Dinner Fees, Athlete Celebration Count, Athlete Celebration Fees, # of Coaches, # of Chaperones, # of Team Manager(s).

2016 WZAG Swim Meet Plan  APPENDIX K:  Maps

2016 Zones  Competiton Map

Detailed map of competition area

2016 Zones  Site Map

Map of greater competition venue area

2016  Zones  Team Tents

Map of Athlete Village area and site of team tents

2016 WZAG Swim Meet Plan  APPENDIX L: Reimbursement

USI Purchase Reimbursement Request Form (Click initiates download of Excel spreadsheet)

Used by those who purchased things for the meet to ask the meet host for reimbursement.

2016 WZAG Swim Meet Plan  APPENDIX M: Calendars

2016 WZAG Calendar:  LIST Format

Calendar items related to 2016 Western Zone Age Group Championship meet including other meets or events leading up to, and after, the meet.  List format allows full event description to be included.

2016 WZAG Calendar:  MONTHLY Format

Calendar items related to 2016 Western Zone Age Group Championship meet including other meets or events leading up to, and after, the meet.  Monthly format allows for quick viewing and identification of busy times, but event description is often shortened.  If needed, see LIST format for full event description.

2016 WZAG Swim Meet Plan  APPENDIX N:  Athlete Reps

Athlete  Rep  Code of  Conduct  Travel  Policies

Policies that Athlete Reps and their parents agreed to when signing Athlete Rep Medical Info & Signature Form (The only form they needed to sign and return.)

Athlete  Rep  Medical Info Signature Form

The only form that needed Athlete Reps needed to sign and return.  Includes signature agreement to policies outlined in Athlete Rep Code of Conduct & Travel Policies

Athlete Rep Subsection  of  Meet Plan

Information

Freqently Asked Questions:  Meet Athlete Reps

Information

Meet Host Athlete Rep Job Description

Information

2016 WZAG Swim Meet Plan  APPENDIX O: Volunteer Related

Training Lists

Head  Timer AND TIMER Training List

Meet Marshal Training List

Timer Clipboard Instructions: WEST END

The WEST end was where all the 50’s ended during prelims. Pre-meet prep: Tape instructions to timer clipboards.

Timer Clipboard Instructions: EAST END

The EAST end was where all the 50’s started during prelims.  Although timers did not need to start watches for 50’s, at least one per lane remained on deck and helped athletes get to the right lane.  To distinguish events where timers helped athletes instead of timing, admin people printed the EAST end timer sheets for 50 meter events only on blue paper to help cue the change in role.  The EAST END timer instructions, explain this change in timer role for the 50’s.  That is why there are different instructions for the different ends.  Pre-meet prep: Tape instructions to timer clipboards.

NOTE: EAST end timers were only used during prelims sessions due to double-ended starts.

Volunteer Table Check-in Training List

Letter: Service Hours Worked

Picture of Volunteer Shirt, Front & Back

(Image right)

Team Check-in Checklist (Click initiates download of Excel spreadsheet)

The Clerk of Course used the Team Check-in Checklist spreadsheet to verify the full processing of each team at check-in.

Volunteer Training Logistics Master List (Click initiates download of Excel spreadsheet)

Volunteer Training Logistics Master List spreadsheet notes the following:

• When and where each volunteer reports
• Each training place and time
• Who the trainer is
• Whether or not the Meet Plan has a training list
• Needed supplies
• Misc. items to add to training agenda
• And the need for coordination

2016 WZAG Swim Meet Plan  APPENDIX P: Safety

2016 WZAG Safety Partitioning of Facility Map

 2016 WZAG Safety Precautions and Partitioning

USA Swimming: Safe Sport Resources

(Clicking will take you to the Safe Sport resources on the USA Swimming website.)

2016 WZAG Swim Meet Plan  APPENDIX Q: Souvenir Program

Heat Sheet Cover Sample

The person copying the heat sheets, put the Heat Sheet Cover on top of the Meet Manager generated meet program (Heat Sheets) before copying.  It includes local donor logos.  Adding a cover page to the heat sheets was the easiest way to include donor logos on each Heat Sheet.  (The Meet Manager report footer was already occupied with the USA Swimming required logos.) Including logo donors on the heat sheets was a promised donor perk.  See Fundraising Brochure for more details on donor perks.

All Heat Sheet Covers for the 8 sessions of the meet were the same, except the session number, date and Prelims or Finals designation.

NOTE:  Because of available space on the cover, some donors received an “upgrade” to the perk of having a logo in the meet program.

Souvenir Meet Program (partial)

Does not include psych sheet or Teams Report.  Includes information about:

• TrueSport (they were at the meet to help promote the Gratitude Campaign, clean competition, sportsmanship & peak performance.)
• Meet messaging and goals, including Gratitude Campaign
• Meet mascot: Rocky (including what Michael Phelps, Rocky & Spiderman have in common!)
• Meet specific USA Swimming Deck Pass Patches
• Unique Delicate Arch team trophies
• Meet Volunteer T-Shirt
• Meet pin
• Severe Weather/Outdoor Deck Evacuation Plan

2016 WZAG Swim Meet Plan  APPENDIX R: Meet Summary Report

2016WZAG Championship Meet Summary Report

Prepared and distributed about a month after the meet was over